Academy Secretary & Operations Assistant

Department: Academy
Location: Poolfoot Farm Training Complex
Reports To: Academy Manager / Club Secretary
Working Hours: Flexible, as required by the Academy Manager. Evening and weekend work will be expected.

Salary: Competitive, dependent on experience 

Length: Permanent

Role Overview

Fleetwood Town FC is seeking a highly organised and proactive Academy Secretary & Operations Assistant to support the day-to-day administration, compliance, and operational delivery of the Academy.

The successful candidate will play a key role in ensuring the Academy operates efficiently and in full compliance with EFL, Premier League, FA and safeguarding regulations. The position will provide administrative support across all Academy departments, assisting with player registrations, fixtures, transport, accommodation, compliance processes, and general football administration.

This role is ideal for an ambitious individual seeking a career within professional football operations and administration.

Person Specification

Essential

• Exceptional organisational skills
• Strong written and verbal communication abilities
• Ability to work independently and as part of a team
• Professional and approachable manner
• Ability to work under pressure and meet deadlines
• High levels of integrity and discretion
• Strong problem-solving skills and proactive approach to work

Desirable Experience

• Experience working within professional football, sport or an educational environment
• Knowledge of EFL Academy regulations and the Elite Player Performance Plan (EPPP)
• Experience with player registration systems and football administration
• Experience in safeguarding administration and compliance processes

Desirable Qualifications

• Degree or equivalent qualification in Sport, Business Administration or a related field
• Safeguarding qualification
• First Aid qualification

Key Responsibilities

• Act as the primary administrative support for the Academy
• Maintain accurate and up-to-date Academy records and databases
• Coordinate Academy correspondence and communications with players, parents, staff and external organisations
• Organise Academy meetings, take minutes and distribute actions where required
• Manage Academy filing systems and ensure all records are stored securely and in accordance with GDPR requirements
• Assist with the preparation of reports, presentations and documentation for audits and inspections
• Assist with the registration and administration of Academy players.
• Maintain player records, contracts, scholarship documentation and registration forms
• Support compliance with EFL Youth Development Rules, Premier League regulations and FA requirements
• Assist with Academy Performance Plan (APP) documentation and audit preparation
• Monitor and track mandatory compliance requirements and deadlines
• Coordinate travel, accommodation and logistics for Academy fixtures and events
• Assist with fixture administration, including match arrangements and communication with opposition clubs
• Support the organisation of Academy trials, recruitment events and player induction programmes
• Assist with matchday operations across Academy age groups
• Coordinate venue bookings, catering requirements and operational planning for Academy activities
• Assist in maintaining safeguarding records and compliance documentation
• Support the administration of DBS checks and mandatory staff training records
• Ensure all Academy personnel records are maintained in line with safeguarding and safer recruitment requirements
• Support the Academy’s commitment to player welfare and safeguarding standards
• Assist with Academy purchase orders, invoices and budget tracking
• Process expense claims and maintain accurate financial records
• Liaise with suppliers and service providers as required
• Support Academy budgeting and reporting processes
• Provide administrative support to Academy coaches and department heads
• Assist with Academy events, tournaments and educational programmes
• Undertake any additional duties reasonably requested by the Academy Manager, Club Secretary or senior leadership team

Safeguarding Statement

Fleetwood Town Football Club is fully committed to safeguarding and promoting the welfare of children, young people and adults. We expect all staff, volunteers, and applicants to share this commitment and uphold the highest standards of professional behaviour. The post is subject to relevant DBS checks and satisfactory references as part of our safer recruitment process. All appointments are made in accordance with the Club’s Safer Recruitment Policy.

Equality Statement

Fleetwood Town Football Club is an equal opportunities employer and welcomes applications from all sections of the community regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.